Request for Budget Change

Request for Budget Change (RBC)

Purpose

Use the RBC to:

Make a budget change affecting personal services or ERE in a state account.
Transfer budget between budget pools within the same account.
Transfer budget between two or more accounts.
NOTE: Budgets may not be transferred among state main campus, medical college and agriculture accounts or between state and local accounts, between state and sponsored project accounts, or between local and sponsored project accounts.
Revise current budgets.
Transfer cash between two or more general ledgers.

Do not

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Instructions

For each account listed, record either a Debit or Credit amount. A Debit and Credit entry cannot appear on the same line.
- Debit amounts will increase expense budget, decrease revenue budget or increase transfers out. NOTE: Debiting a transfer out account control (58xx or 59xx) indirectly decreases cash.
- Credit amounts will decrease expense budget, increase revenue budget or increase transfers in. NOTE: Crediting a transfer in account control (48xx or 49xx) indirectly increases cash.
Budget Transfer (BT): Choose Budget Transfer when you are transferring budget from one Subsidiary Ledger (SL) account to another SL account and/or from one object code to another. If Budget Transfer is chosen indicate whether the transfer is temporary or permanent.
- T emporary budget changes affect the budget for the current fiscal year only. An example of a temporary budget change is the transfer of personal service funds to operations to hire a temporary employee when a position is vacant. The next year, the budget should be established for the position for the entire fiscal year.
- P ermanent budget changes will adjust the next year's budget for the increase. An example of a permanent budget change is the transfer of funds to cover an increase to an employee's salary. Because this change will continue into the next fiscal year, the following year's budget should also be adjusted for the increase. For permanent budget changes, the annualized amount of the budget increase/decrease must be provided.
Budget Revision (BR): Choose Budget Revision when you are requesting an adjustment to your budget. For example, if actual revenues are exceeding projections, you may want to request an increase to both your revenue (to account for the anticipated increase) and your expense budget (to spend the additional funds being generated). The increase to revenue would appear in the Credit column and the increase in the expense budget would appear in the Debit column.
Cash Transfer (CT): Choose Cash Transfer when you are transferring cash from one General Ledger to another. Choose the appropriate transfer in or transfer out account control. Cash is increased by crediting a transfer-in account control, 4xxx and decreased by debiting a transfer-out account control, 5xxx.
For salary transfer only: Enter the department number, the line number in which the position is budgeted, and the employee's position number. Line numbers are located in the Budget Book and position numbers are located on the Personnel Action Form (PAF). When making personal services expense budget transfers on state accounts, record the Credit account first.
If you are making a permanent transfer or moving salary, provide an explanation.
Complete purpose and justification sections. Be specific.

Approvals

Approval requirements vary depending on the type of budget change you are requesting. Contact the Budget Office for the minimum approval requirements. Additional requirements may be established within an organizational unit.

Routing and Printing

Print the RBC and forward as follows:
State Accounts: Send to Systems Control.
Local Accounts: Send to the Budget Office.
Plant Fund Accounts: Send to the Budget Office.
When the RBC has been processed, the preprinted RBC number preceded by a B will display in the Reference 1 field on screen 23 and the FBM091, Report of Transactions.

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